Legal

Artificial Intelligence Use Policy

Last updated: 25 July 2026

Assiduous Staffing Pty Ltd is committed to transparency in how it operates its business. This policy explains how and why Assiduous Staffing uses artificial intelligence (AI) tools, what information may be processed through those tools, and the commitments Assiduous Staffing makes to protect the privacy and confidentiality of candidates, clients, and other individuals whose information it holds.

As AI technology evolves, Assiduous Staffing intends to expand its use of AI tools to improve the efficiency and quality of its recruitment services. This policy will be updated accordingly, and the current version will always be available on the Assiduous Staffing website.

Scope

This policy applies to all use of AI tools by Assiduous Staffing directors, employees, and contractors in connection with the operation of the Assiduous Staffing business. It covers information relating to:

  • candidates who register with or are placed by Assiduous Staffing;
  • clients who engage Assiduous Staffing to source, screen, or place workers; and
  • other individuals whose information Assiduous Staffing holds.

AI tools we currently use

Assiduous Staffing currently uses, or may use, the following AI platforms in its day-to-day operations:

  • Claude (Anthropic): used for drafting documents, correspondence, policies, and candidate-related materials; generating summaries; and general business administration.
  • ChatGPT (OpenAI): used for similar drafting and administrative purposes.
  • Otter AI: used to transcribe and summarise meetings, calls, and interviews.
  • Other AI tools: Assiduous Staffing may also use other AI platforms as and when required.

If you would like to know which tools are currently in use, or if you have any concerns, please get in touch and we will be happy to discuss this with you.

Assiduous Staffing does not use fully automated AI decision-making in its recruitment process. AI tools assist the recruiter; all placement decisions, candidate assessments, and client recommendations are made by a human.

What information may be processed

Depending on the task, the following types of information may be processed through AI tools:

  • candidate CVs, cover letters, work history, and contact details;
  • candidate screening notes and interview summaries;
  • client job briefs, position descriptions, and company information;
  • email and written correspondence, where used to assist with drafting or summarisation;
  • meeting and call transcripts generated via Otter AI; and
  • CRM records and other operational data held by Assiduous Staffing.

Assiduous Staffing will not input sensitive personal information (such as health or medical information, financial account details, or information about criminal history) into AI platforms unless strictly necessary and with appropriate justification.

How we use AI tools

AI tools are used by Assiduous Staffing to:

  • draft and format documents, policies, and correspondence;
  • summarise candidate profiles or meeting notes to support efficient decision-making;
  • assist with business administration tasks such as scheduling, email drafting, and reporting; and
  • improve the speed and consistency of candidate and client communications.

AI-generated content is always reviewed by a member of the Assiduous Staffing team before it is shared externally. Assiduous Staffing takes responsibility for the accuracy and appropriateness of all communications sent on its behalf, regardless of whether AI tools were used in their preparation.

Meeting recordings and Otter AI

Where Assiduous Staffing uses Otter AI to record and transcribe meetings or calls, participants will be informed and given the opportunity to decline. Recordings and transcripts are used solely for the purpose of the meeting and are not shared externally without the participant's consent.

Transcripts generated by Otter AI are subject to Otter AI's own privacy policy and terms of service. Assiduous Staffing encourages candidates and clients to review those terms if they have questions about how Otter AI handles their data.

Third-party platforms

The AI tools listed in this policy are operated by third-party providers. Each provider has its own privacy policy and data handling practices. Assiduous Staffing takes reasonable steps to use reputable platforms and to configure those platforms in a privacy-conscious way, for example, by not enabling training on submitted data where that option is available.

Assiduous Staffing is not responsible for the data handling practices of third-party AI providers and encourages candidates and clients who have concerns about a specific platform to review that platform's privacy policy directly.

Our commitments

In using AI tools, Assiduous Staffing commits to the following:

  • Transparency: we will be open about the AI tools we use and update this policy when our practices change materially.
  • Minimisation: we will only input the information into AI tools that is necessary for the task at hand.
  • Human oversight: AI tools assist our work; they do not replace human judgement in placement decisions or candidate assessments.
  • Security: we will take reasonable steps to use AI platforms in a manner consistent with our Privacy Policy and applicable Australian privacy law.
  • No unnecessary retention: we will not store candidate or client information in AI platforms beyond what is needed for the immediate task.

Your rights and how to raise concerns

Candidates and clients have the right to ask what information Assiduous Staffing holds about them, to request corrections, and to raise concerns about how their information is used. If you have a question or concern about Assiduous Staffing's use of AI tools, please contact:

Claire Booth
Director, Assiduous Staffing Pty Ltd
Email: claire@assiduousstaffing.com.au

Assiduous Staffing will respond to all enquiries within a reasonable time and in accordance with its obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.